If a funding agency would like SFU to administer a PDF’s fellowship on their behalf, then the official Notification of Award (NOA) should be sent to Research Accounting at the following address:

Leeann Liew, Manager, Research Accounting   (lhliew@sfu.ca )
Room 210, Discovery 2
Simon Fraser University
8888 University Drive
Burnaby, BC
V5A 1S6

 A postdoctoral NOA will be processed by Alison Griffin in Research Accounting (algriffi@sfu.ca). Research accounting can receive all documentation electronically.

 Once a NOA is received, Alison will need:

 1.     A copy of the application the PDF submitted to the external agency.

 2.     A complete and fully signed Non-Research Funding Application Signature Sheet (FASS), found here: http://www.sfu.ca/finance/departments/research-accounting.html.

The FASS is a multi-purpose form, usually used to set up funds from a Faculty member’s research grant.

 A postdoctoral fellowship is slightly different and so the following alterations can be made on the form:

• The PDFs name and the faculty supervisor’s name should both be recorded on the form.
• Under award type please write: “postdoctoral fellowship”.
• In the budget section, if the fellowship is solely for salary, you can add the total annual amount in the “personnel salary costs”. If the award includes a research allowance that allowance can be recorded as “other direct costs”. No other line items need to be filled out.
• The series of 11 checkboxes are not applicable to your fellowship (check “no”).
• In the Special Requirements box you may want to write “Postdoctoral Fellowship”.
• Four signatures are required on the form. Please write the name, the position of the individual, and then a signature. Four signatures are required (PDF, Supervisor, Departmental Chair, Dean of Faculty). There is no need for a signature from Legal Affairs. Research accounting will sign as “Financial Services” once they have your form.  As an example of the four necessary signatures:

Principal:  xxxx, PDF, (sign); xxxx, Faculty Supervisor, (sign)

Chair/Director: xxxx, Chair,  (sign)

Faculty Dean:  xxxxx, Dean,  (sign)

3.      Once research accounting has received the NOA, the cheque from the agency, and the completed and fully signed FASS (Non-Research Funding Application Signature Sheet), the account will be set up. Both the Faculty Supervisor and the Departmental Manager will receive a memo from research accounting regarding the new account.

4.     Usually the Departmental Manager or Department Assistant will fill out the Payroll Appointment Form (PAF) for the payroll office. A copy of the External PDFs Letter of Invitation should be attached to the PAF and sent to payroll. In the “Notes” (or comments section) of the PAF, the DM should write “This is not an employment relationship”, if this text is contained within the Letter of Invitation. For most External PDFs, the phrase “This is not an employment relationship” will be contained within the letter. This step is very important as it alerts the payroll team that this stipend should not be deducted CPP/EI, which an External PDF is not eligible for.